Assistant Secretary job description
Updated March 14, 2024
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Example assistant secretary requirements on a job description
Assistant secretary requirements can be divided into technical requirements and required soft skills. The lists below show the most common requirements included in assistant secretary job postings.
Sample assistant secretary requirements
- Bachelor's degree in relevant field
- At least 3 years of administrative experience
- Proficiency in Microsoft Office applications
- Excellent organizational skills
- Strong written and verbal communication
Sample required assistant secretary soft skills
- Outstanding customer service attitude
- Ability to make sound decisions
- Team-oriented mindset
- Strong attention to detail
- Adaptable to changing priorities
Assistant Secretary job description example 1
Bozeman High School assistant secretary job description
Secretarial/Clerical/Secretary - 9.5-10 Months
Date Posted:
9/13/2022
Location:
Bozeman High School
Date Available:
10/2022
Closing Date:
Open until filled
Salary Range: Classified Grade E, $16.27 - $17.62/Hr. or current placement on Salary Schedule,
Benefits available
.
Description:
SUMMARY:
Under the supervision of the principal and the close direction of the executive secretary, assist in the efficient operation of the school or department office and perform clerical and secretarial functions as assigned. The person in this position serves as auxiliary secretary and works closely with the administrative team and executive secretary in tasks assigned. The Main Office Assistant Secretary may be called upon to fill in for absent secretaries.
ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned):
•Act as receptionist, either on telephone or in person, for office or department and assists students, parents, teachers and other visitors who have business with the office or department.
•Manages all aspects of substitute teaching assignments; review substitute list, review leave requests, assist substitutes in check in process and provide with necessary materials including keys, teacher schedules, and directions; distribute, collect, and review substitute timesheets. Secure substitute or available teacher to fill in for teachers as needed throughout the day; confirm availability as specific substitutes are requested.
•Assists in planning, preparation, and coordination of commencement activities. This responsibility includes ordering caps and gowns and collecting money from students; ordering and review of diplomas; preparation of press releases; preparation of commencement programs for printing; communication with dignitaries for ceremonies; organizing seating, stage, and accessory arrangements; schedule and attend graduation practice.
•Process classified staff timesheets.
•Manage school message system; maintaining the school's calendar and website, coordinating daily school wide announcements, delivering messages to students.
•Monitor building entrance, visitor check-in and building and student deliveries.
•Prepare communications, correspondence, reports, bulletins and other documents and complete clerical duties at the direction of the administrative team or executive secretary.
•Assists with all attendance-related tasks including receiving and documenting attendance calls.
•File and retrieve office records in an orderly and systematic fashion.
•Screen and distribute building mail.
•Manage voice mail message service throughout the day and relay messages to teachers and other staff.
•Perform duties relating to students, such as attendance and tardiness, administering medications or minor first aid, and temporary supervision of students sent to the office for disciplinary, illness, or other reasons.
•Fill in for absent secretaries as needed and perform other responsibilities as assigned by principal or executive secretary.
•Communicates with other District offices, departments, or personnel regarding daily activities.
•Account for and record petty cash and/or monies for various activities which may include fines or graduation caps and gowns.
•Coordinate homework requests from students, parents, principal, or counselors with teachers.
•May provide guidance to student assistants and volunteers.
•Treat all matters of school business in a confidential manner.
Qualifications:
High School diploma or GED. Positive experience dealing with public. Computer experience required.
Application Procedure:
Apply online
Date Posted:
9/13/2022
Location:
Bozeman High School
Date Available:
10/2022
Closing Date:
Open until filled
Salary Range: Classified Grade E, $16.27 - $17.62/Hr. or current placement on Salary Schedule,
Benefits available
.
Description:
SUMMARY:
Under the supervision of the principal and the close direction of the executive secretary, assist in the efficient operation of the school or department office and perform clerical and secretarial functions as assigned. The person in this position serves as auxiliary secretary and works closely with the administrative team and executive secretary in tasks assigned. The Main Office Assistant Secretary may be called upon to fill in for absent secretaries.
ESSENTIAL DUTIES AND RESPONSIBILITIES (other duties may be assigned):
•Act as receptionist, either on telephone or in person, for office or department and assists students, parents, teachers and other visitors who have business with the office or department.
•Manages all aspects of substitute teaching assignments; review substitute list, review leave requests, assist substitutes in check in process and provide with necessary materials including keys, teacher schedules, and directions; distribute, collect, and review substitute timesheets. Secure substitute or available teacher to fill in for teachers as needed throughout the day; confirm availability as specific substitutes are requested.
•Assists in planning, preparation, and coordination of commencement activities. This responsibility includes ordering caps and gowns and collecting money from students; ordering and review of diplomas; preparation of press releases; preparation of commencement programs for printing; communication with dignitaries for ceremonies; organizing seating, stage, and accessory arrangements; schedule and attend graduation practice.
•Process classified staff timesheets.
•Manage school message system; maintaining the school's calendar and website, coordinating daily school wide announcements, delivering messages to students.
•Monitor building entrance, visitor check-in and building and student deliveries.
•Prepare communications, correspondence, reports, bulletins and other documents and complete clerical duties at the direction of the administrative team or executive secretary.
•Assists with all attendance-related tasks including receiving and documenting attendance calls.
•File and retrieve office records in an orderly and systematic fashion.
•Screen and distribute building mail.
•Manage voice mail message service throughout the day and relay messages to teachers and other staff.
•Perform duties relating to students, such as attendance and tardiness, administering medications or minor first aid, and temporary supervision of students sent to the office for disciplinary, illness, or other reasons.
•Fill in for absent secretaries as needed and perform other responsibilities as assigned by principal or executive secretary.
•Communicates with other District offices, departments, or personnel regarding daily activities.
•Account for and record petty cash and/or monies for various activities which may include fines or graduation caps and gowns.
•Coordinate homework requests from students, parents, principal, or counselors with teachers.
•May provide guidance to student assistants and volunteers.
•Treat all matters of school business in a confidential manner.
Qualifications:
High School diploma or GED. Positive experience dealing with public. Computer experience required.
Application Procedure:
Apply online
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Updated March 14, 2024
Updated March 14, 2024